How to manage sharing permissions for a resource (campaign, lists, template, form, etc.)?

Managing resource sharing permissions is essential to ensure the security and confidentiality of your data. Whether it's a campaign, a list, a template, a form, or anything else, it's important to control who can access it and the actions they can perform. In this section of the help center, we will explain in detail how to manage sharing permissions for each type of resource in the Sarbacane Suite applications. Before delving into the details, it's crucial to understand how to access the sharing options for a resource. This is where it all begins.

How to access resource sharing options?

The first thing to know is that resource sharing management is done for each resource. There are no sharing settings that apply to all resources.

Here, by application, are the resources you can manage sharing for:

• Sarbacane Campaigns: email campaigns, SMS campaigns, and automated campaigns
• Sarbacane Contacts: standard contact lists, synchronized lists, unsubscribe lists, and bounce lists
• Sarbacane Forms: forms
• Sarbacane Pages: landing pages

You can manage this sharing from the "Manage sharing rights" option accessible via the context menu of the respective resource.

A window will open for you to configure who can access this resource.

Depending on whether your role is "User," "Administrator," or "Owner," and depending on the rights assigned to you, you will have the ability to configure (or not) the sharing of a resource, whether you are the creator or not.

Users

By default, a user has access to all resources (campaigns, lists, templates, forms, etc.) of the group they belong to.

When a user creates a new resource, it is shared with all users in the same group. They cannot restrict access to their resource to another user in the same group. They cannot modify the "Who has access to this [resource]?" section because they cannot see it.

However, a user can share their campaign with another group if (and only if) they have been granted the "Share with other groups" right by the owner or an administrator of the account. This right can be assigned to them through the permissions settings accessible from their user profile.

Administrators

Administrators (as well as the account owner) have access to all elements created by all users, regardless of the group they belong to.

When an administrator (or the account owner) creates a resource, it is shared by default with all groups and all users. An administrator or the owner has the option to uncheck the sharing with one or more users or one or more groups of users.

This sharing management is done from the "Manage sharing rights" option accessible via the context menu of the resource in question.

Sharing a resource with a group vs. sharing a resource with one or more users

There is a significant difference between sharing a resource with a group and sharing a resource with multiple users within a group.

Sharing with a group

When an administrator chooses to share their resource with a group of users (group checkbox selected), not only will all the current users of the group have access to that resource, but also any future users added to that group.

For example, the administrator decides to share a campaign with "Group A." All the users in this group will have access to this campaign, as well as any future users added to "Group A." It is not possible to uncheck one or more users from the group because the entire group is selected.

Sharing with a selection of users

An administrator can choose not to share a resource with a group (unchecked group box) but only with a selection of users from that group. In this specific case, only the users selected in the group(s) of their choice will have access to the resource. Any new members joining a group will not have access to the resource because the group will be unchecked in favor of a selection of users from that group.

For example, if Group A consists of Users 1, 2, and 3, and only "User 1" is checked, only that user will have access to the resource. If new users join "Group A," they will not have access to the resource. However, the administrator can grant them access by going back to the "Manage sharing rights" option accessible through the resource's context menu and manually selecting them.

In summary, sharing a resource with a group offers more flexibility because all users in the group (both current and future) have access to that resource. Sharing a resource with a selection of users, on the other hand, provides better control over access to that resource.

It is up to the administrator to decide which sharing method best suits their needs, as this may differ for each resource in their account.